This operating procedure establishes the approach the Office of Police and Risk Management at Southern Methodist University will take upon notice that a parking lot gate arm has allegedly malfunctioned and subsequently caused damage to a moving vehicle or a person.
This operating procedure applies to the reporting and investigation of all incidents that result in:
2.1 Damage to pedestrians, motorcyclists, and bicyclists
Pedestrians, motorcycles, and bicycles are prohibited from using the gate arms for entry/exit on campus. Effective 2/1/97, claims for damages resulting from any of the aforementioned attempting to use the gate arms will be denied.
3.1 The Office of Police and Risk Management shall participate in the recordkeeping, incident investigation and the ultimate determination concerning the disposition of any resultant claims.
3.2 When deemed necessary, Facility Services shall participate in the investigation of a claim by investigating all incidents which result in a claim for damages. Investigation of reported incidents which do not result in damages may be deemed necessary based upon the frequency or severity of incidents reported. It is also the responsibility of Facility Services to assure that signage which prohibits the use of the gate arm for bicycles, motorcycles, and pedestrians is in place at each gate arm location.
3.3 The Office of Police and Risk Management shall participate in the investigation of an incident when a report is called in to the dispatcher by recording all appropriate information, taking photographs (if deemed necessary and time permits) and by reporting the incident to the Office of Police and Risk Management.
4.1 All notice of gate arm incidents
are to be reported to the Office of Police and Risk Management.
The Office of Police and Risk Management will obtain all pertinent information related
to the incident and shall make
the determination whether further action should be taken. A summary of the
incident will be forwarded to Facility Services with a request for investigation
5.1 Initial Report Of An Incident That Is Not Accompanied By a Claim for Damages
Upon report of an incident the Office of Risk Management shall obtain the following information:
5.2 Initial and/or Subsequent Report of An Incident That Is Accompanied By a Claim for Damages
Upon report of an incident that is accompanied by notice of a claim for payment of damages the Office of Police and Risk Management shall obtain the following information:
5.3 Investigative Findings
After gathering all of the pertinent information mentioned in the previous section, the Office of Police and Risk Management shall make a determination as to whether to accept or deny the claim for payment of damages. Notice shall be given to the claimant.
6.1 When a claim for physical damage is accepted, payment shall be made payable directly to the repair shop or, if accompanied by a paid receipt for the repairs from the repair shop, may be made payable to the claimant. The Office of Police and Risk Management reserves the right to pay the lower of the two estimates referenced in Section 5.2 above.
6.2 In the case of bodily injury, the payment for accepted medical expenses should be made payable to the claimant only when accompanied by an itemized bill for services performed.